Executive Personal Assistant

Description:

We are seeking a highly experienced, discreet, and proactive Executive Personal Assistant to provide comprehensive support to the executive office overseeing a diverse portfolio of companies. These interests span the manufacturing, marketing, and distribution of hygiene products across retail and business-to-business channels, as well as local and international property investments.

This role requires a trusted confidant who can manage complex administrative, financial, and personal responsibilities with absolute professionalism and confidentiality, enabling the executive to focus on strategic and growth initiatives.

Key Responsibilities:

Property Portfolio Management

• Review, proofread, and coordinate property-related contracts (local and international), identifying risks and preparing documentation for final execution.
• Maintain an accurate and up-to-date Property Register, including purchase prices, locations, acquisition dates, developers, legal representatives, and supporting documentation.
• Monitor progress payments and verify banking details prior to any transfers.
• Establish and maintain structured digital and physical filing systems for all property and investment records.

Trust & Structure Administration (Advantageous)

• Assist with the administration of local and offshore trusts, including coordination of documentation, record-keeping, and correspondence.
• Liaise with professional advisors (trustees, attorneys, accountants, and fiduciary service providers) as required.
• Support the executive by tracking key trust-related documents, deadlines, and reporting requirements.
• Note: Deep technical trust expertise is not required; practical exposure and familiarity with trust structures will be advantageous.

Personal & Family Income Tax Support

• Collect, maintain, and organize all documentation required for personal income tax submissions.
• Prepare documentation packs for tax filings and reviews.
• Liaise with tax consultants to resolve queries, discrepancies, or follow-ups efficiently.

Executive & Schedule Management

• Manage the executive’s business and personal diary, travel schedules, and appointments.
• Anticipate scheduling conflicts and proactively implement solutions.

Travel Coordination

• Arrange all domestic and international travel, including flights, accommodation, visas, and itineraries.

Communication & Stakeholder Liaison

• Screen and prioritize meeting requests and correspondence.
• Draft professional correspondence and prepare briefing materials.
• Coordinate with internal teams, external stakeholders, professional advisors, and family members.
• Follow up on action items and expedite deliverables across the business.

Event & Meeting Management

• Coordinate board meetings, corporate events, family gatherings, and philanthropic initiatives.
• Manage logistics, vendors, budgets, and timelines to ensure seamless execution.

Personal & Lifestyle Support

• Provide personal assistance, including household administration, gift procurement, and coordination of personal appointments (e.g., medical and wellness).

Confidentiality & Discretion

• Maintain absolute confidentiality in all matters, adhering strictly to non-disclosure agreements and ethical standards.

Ad Hoc & Special Projects

• Handle urgent or unforeseen requests calmly and effectively, including special projects and crisis management.

What We Offer:

• Competitive remuneration package with performance-based incentives.
• Retirement and risk benefit coverage.
• A professional, supportive, and highly confidential working environment.
• Long-term career stability for the right candidate.

Ideal Candidate Profile:

This role is best suited to a mature, highly professional individual with experience supporting senior executives or high-net-worth individuals within environments such as law firms, banks, accounting practices, family offices, or private enterprises. The successful candidate will value long-term commitment, discretion, and a trusted working relationship.

Requirements:

• Review, proofread, and coordinate property-related contracts (local and international), identifying risks and preparing documentation for final execution.
• Maintain an accurate and up-to-date Property Register, including purchase prices, locations, acquisition dates, developers, legal representatives, and supporting documentation.
• Monitor progress payments and verify banking details prior to any transfers.
• Establish and maintain structured digital and physical filing systems for all property and investment records.

• Assist with the administration of local and offshore trusts, including coordination of documentation, record-keeping, and correspondence.
• Liaise with professional advisors (trustees, attorneys, accountants, and fiduciary service providers) as required.
• Support the executive by tracking key trust-related documents, deadlines, and reporting requirements.
• Note: Deep technical trust expertise is not required; practical exposure and familiarity with trust structures will be advantageous.

• Collect, maintain, and organize all documentation required for personal income tax submissions.
• Prepare documentation packs for tax filings and reviews.
• Liaise with tax consultants to resolve queries, discrepancies, or follow-ups efficiently.

• Manage the executive’s business and personal diary, travel schedules, and appointments.
• Anticipate scheduling conflicts and proactively implement solutions.

• Arrange all domestic and international travel, including flights, accommodation, visas, and itineraries.

• Screen and prioritize meeting requests and correspondence.
• Draft professional correspondence and prepare briefing materials.
• Coordinate with internal teams, external stakeholders, professional advisors, and family members.
• Follow up on action items and expedite deliverables across the business.

• Coordinate board meetings, corporate events, family gatherings, and philanthropic initiatives.
• Manage logistics, vendors, budgets, and timelines to ensure seamless execution.

• Provide personal assistance, including household administration, gift procurement, and coordination of personal appointments (e.g., medical and wellness).

• Maintain absolute confidentiality in all matters, adhering strictly to non-disclosure agreements and ethical standards.

• Handle urgent or unforeseen requests calmly and effectively, including special projects and crisis management.

• Competitive remuneration package with performance-based incentives.
• Retirement and risk benefit coverage.
• A professional, supportive, and highly confidential working environment.
• Long-term career stability for the right candidate.

• Relevant qualification or extensive experience in Law, Finance, Accounting, Property Law, Governance, or a related field.
• Minimum 8 years’ experience in a senior support role such as Executive Assistant, Legal PA, Family Office Administrator, or Office Manager.
• Proven experience managing contracts, financial documentation, and property transactions.
• Exposure to local and offshore trust administration will be advantageous, though full professional trust expertise is not required.
• Advanced proficiency in the Microsoft Office Suite.
• Exceptional organizational, multitasking, and problem-solving skills, with the ability to perform under pressure.
• Excellent written and verbal communication skills with strong attention to detail.
• High emotional intelligence with the ability to build trust quickly.
• Flexible availability, including evenings or weekends when required.

• Valid passport and driver’s license.
• Willingness to undergo background checks and provide references.
• Fluency in English.

Qualifications & Experience:

• Relevant qualification or extensive experience in Law, Finance, Accounting, Property Law, Governance, or a related field.
• Minimum 8 years’ experience in a senior support role such as Executive Assistant, Legal PA, Family Office Administrator, or Office Manager.
• Proven experience managing contracts, financial documentation, and property transactions.
• Exposure to local and offshore trust administration will be advantageous, though full professional trust expertise is not required.
• Advanced proficiency in the Microsoft Office Suite.
• Exceptional organizational, multitasking, and problem-solving skills, with the ability to perform under pressure.
• Excellent written and verbal communication skills with strong attention to detail.
• High emotional intelligence with the ability to build trust quickly.
• Flexible availability, including evenings or weekends when required.

Additional Requirements:

• Valid passport and driver’s license.
• Willingness to undergo background checks and provide references.
• Fluency in English.